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Create a Meeting

Through the Agenda window you can easily schedule meetings for individuals or groups. Follow these steps to create a meeting:

  1. To create a new meeting do one of the following from the Agenda window:
    • select File > New > Meeting (Windows) or select Edit > New > Meeting (Mac)
    • click the New Meeting button on the Toolbar
    • right-click (Windows) or Ctrl + click (Mac) anywhere on the Calendar window and select New Meeting from the pull-down menu.
    • double-click on the time that you want to create a new meeting.
  2. The New Meeting dialog box appears:
    new-meeting
  3. Similar in appearance to the Edit Meeting and Reply Meeting dialog boxes, the New Meeting dialog box contains five tabs: People/Resources, Details, Attachments, Reminders and Reply.
  4. Type a title for your meeting in the Title field.
  5. Select a Date, Start time, and Duration or End time for your meeting.
    Note: You must always enter the Date and Start time. The End time will be automatically calculated when you enter the duration. If you enter the Duration first, the End time will be automatically calculated.
  6. Select the appropriate Importance level and Access level: normal, confidential, personal, and public. You may decide to use all four or only two of the levels (e.g., personal and public). How you define and use these levels is up to you, but keep in mind that the Access level you assign an Entry has a direct relationship to the Access Rights that you set for others who read your Agenda.
  7. To invite people to your event, use the People/Resources tab and follow the appropriate steps below:

    To do this:

    Follow these steps:

    To add someone with an Andrew Calendar account. In the "Add" field, enter the name of the user, distribution list, group, or resource you want to invite. If you want to specify that the name is for a user, group, or resource, click the arrow in the Add field and select People, Groups, or Resources. The default is All, enabling a lookup through all the users and resources in the directory.
    meeting

    Note: If you know the last name, simply enter it in the "Add" field then touch Enter (Windows) or Return (Mac).
    Note: If you have activated the automatic name completion feature in your Calendar preferences file, enter the first 3 or more letters of a last name. The name(s) of possible attendees whose name matches those letters will be completed for you.

    To add someone who does NOT have an Andrew Calendar account (e.g., someone who is not a Carnegie Mellon affiliate)

    Enter the e-mail address in the Add field of the New Meeting dialog box and click the Checkmark button. External attendees appear in the meeting entry with the External Attendee icon.

    To access a list of ALL Andrew Calendar account holders, select the checkmark next to the text box.

    To search for a person, if you're unsure of their name or the spelling of their name.

    Click Search (magnifying glass).

    The Directory Search dialog box appears. Select the People tab and type the surname or other criteria.

    Click Search. The box at the bottom left fills with the names of users with active Andrew Calendar accounts who match the search criteria.

    Select a person(s) name, then click Add (or Add all). Once you've finished adding your attendees, click OK.

    Note: If the person is a faculty or staff member, a truncated version of the department and division appears along side the name. If the person is a student, the class, major and userID appear. Carnegie Mellon Qatar affiliates are included in this search; West Coast affiliates are not.

    To add a group of people to your event.

    If you know the group name, enter g: then the group name in the "Add" field, and then touch Enter (Windows) or Return (Mac). If you don't know the group name, enter g: or gr: or grp: to select your group from a list.


  8. To add a resource to your meeting, follow these steps:
    • Type r: or re: or res: in the Add field on the People/Resources tab, then press Enter (Windows) or Return (Mac). A list of resources appears.
    • You can narrow your list by entering the first character of the resource name. For example, to schedule the Cyert Hall 201 meeting room, type r:c in the People and Resources Add field.

      Note: A resource is an inanimate object that has its own Agenda, for example, a conference room or an overhead projector is a resource. Resources must have their own Andrew Calendar account. For more information on logging in to special accounts, see Resource Accounts. To request that a resource account be set up, complete the Resource Request Form.
  9. Once you have added all of the necessary people and resources, you can check for conflicts by clicking Check conflicts or do one of the following:
    • Windows: Select Tools > Suggest Date/Time
    • Mac: Select View > Suggest Date/Time

      Note: The Suggest Date/Time option allows the meeting scheduler to select a time frame for the meeting. When Suggest Date/Time is used, Andrew Calendar searches the calendars of the invitees for a time that all members can attend within the date/time frame entered.
  10. Use the following tabs or buttons in the New Meeting dialog box to specify additional meeting attributes.
    • Select the Details tab to write a description for your meeting
    • Select the Attachments tab to enter text or browse for file attachments that you want to add.
    • Select the Reminders tab to change the default settings for the current Meeting's Reminder.

      Note: A reminder setting that you choose for an individual meeting will take precedent over reminder settings you make in your preferences.
    • Select the Reply tab to reply to an entry, including a meeting that you are creating.
    • Click Repeating to create a recurring daily, weekly, monthly, or yearly meeting. Be sure to include the correct Start and End dates. The maximum number of meetings is 265.

      Note: To add more people to an existing recurring meeting, select the range (click on the first meeting and shift-click on the last meeting). Add the people as you normally would, then click OK.
    • Click Add Date to add an additional date for a recurring meeting.
  11. Once you have finished, click OK to create the meeting. A dialog box appears stating that the attendees agendas have been updated and asks if you want to send them an e-mail reminder.
  12. Click Yes (Windows) or OK (Mac) to send an e-mail message to all attendees.
  13. The Mail Message dialog box displays. To send an e-mail message to someone who does not have a calendar account, type their e-mail address in the Other: field of the Mail Message window. If you would like to append an additional note to your message, do so in the Message to send field. When you are finished, click Send (Windows) or OK (Mac).

    Note: The steps for Creating a Daily Note or Day Event are similar to Creating a Meeting (see the Creating Daily Notes and Day Events section).
Last Updated: 3/30/11